Title: Travel and Accommodations Coordinator
Location: Ft. Lee, NJ- 5 Days on Site in Office (Non-Virtual, Non-Hybrid, Non-Remote)
Competitive Pay and Benefits
Monday-Friday 9:00am-5:00pm (Full Time) with the ability to work flexible hours as needed to resolve any travel issues working with multiple time zones across the country.***
Reporting to the Head of Program and Office Operations, the Travel Coordinator functions as a cross-org administrative professional supporting the movement of talent and leaders in service of TPA's mission. This role requires proven and demonstrable experience in executive travel coordination, competency in group travel booking systems and the ability to work efficiently in a fast-paced, dynamic environment. The Travel Coordinator serves as a key liaison with internal teams and external vendors, ensuring seamless travel arrangements. The ideal candidate must effectively plan, pivot and manage organizational and project deadlines demonstrating exceptional communication skills.
Key Responsibilities
● Maintain strict confidentiality and data security at all times when handling sensitive information
● Coordinate and communicate travel arrangements for executives, staff, and other authorized travelers in coordination with members of the org’s administrative and programmatic teams
● Research and secure cost-effective accommodations ranging from hotels to ground transportation, and related travel services in accordance with organizational policies and budget guidelines
● Serve as the lead point of contact for all travel logistics related to organizational events, gatherings and activations
● Help resolve travel billing discrepancies and travel concerns as they arise with the ability to escalate as needed
● Prepare and distribute detailed travel itineraries, confirmations, schedules, and supporting travel materials
● Provide supportive travel-related coordination, including managing multiple itineraries and schedule adjustments
● Manage vital aspects of travel for special events and organizational gatherings, including hotel sourcing, establishing and managing room blocks, and vendor negotiations
● Ensure all travel arrangements are accurate, timely, and aligned with organizational expectations and traveler preferences
● Process and maintain travel-related documentation, confirmations, travel insurance, and other required materials
● Maintain organized and accurate travel records, vendor contacts, and booking details
● Negotiate favorable rates and service agreements to support cost savings and operational efficiency
● Provide additional administrative support related to scheduling and logistics, as needed, in support of executive operations
Qualifications
● Minimum of 5 years of proven, verifiable experience and success in group travel coordination, and or high level executive administrative support
● Associate or Bachelor's Degree
● Ability to manage confidential information and exercise sound judgment in support of high-profile and sensitive travel needs
● Demonstrated ability to handle sensitive information with a high level of discretion, confidentiality, and professionalism
● Experience coordinating travel for special events, stakeholder gatherings, or international meetings
● Flexibility to address urgent travel needs outside standard business hours when necessary
● Demonstrated ability to manage complex itineraries and high-volume corporate travel.
● Excellent communication, problem-solving, and customer service skills.
● Ability to work independently with strong organizational discipline.
● Calm under pressure and capable of delivering solutions quickly.
● Demonstrated experience coordinating detailed travel arrangements in a professional environment
● Strong organizational, time-management, and multitasking skills
● Excellent written and verbal communication skills
● Exceptional attention to detail and accuracy
● Strong problem-solving skills and the ability to respond calmly and effectively in time-sensitive situations
● Knowledge of domestic and international travel procedures, documentation requirements, and travel-related best practices
● Ability to work independently while also collaborating effectively with leadership and staff
● Other duties as necessary
Preferred Qualifications
● Experience supporting executives or senior leadership travel arrangements
● Familiarity with budget-conscious travel planning and cost-control practices
● Strong negotiation and vendor management skills